The Payroll Process

The payroll process actually begins in the Human Resources (HR) Office with the Personnel Action Form (PAF). The PAF is the vehicle that initiates the personnel records and establishes the employee in the Human Resource System (HRS) database. The Budget Office also uses the PAF to setup the "Assignment" and "Position" records. Without a PAF being processed in HR and the Budget Office, there is no way an employee can be paid through payroll.

For students, the Student Wage Agreement is the equivalent of a PAF. On each PAF for students or temporaries, please include your Org code from the list (Order by Org Number (53kb) or Order by Org Name (80kb)).

In order to pay an employee on the first pay day of the month, the PAF must have been in Human Resources (HR) by the 1st of the preceding month. For payment on the 16th, the PAF has to have been in HR by the 16th. For students, the wage agreement must be in HR by the 16th of the month in order to be paid on the 10th of the following month. The wage agreement must be processed by the 1st of the month to be included in the payroll for the 25th. This gives the staff the necessary time to update the records that drive the payroll process.

All PAFs go through a signature approval sequence before they reach HR. Supervisors and Department Heads should remember to allow time for this in the PAF process.

Once the Banner job record has been established, the payroll process can begin. The employee completes a series of forms on taxation, benefits and other deductions. In conjunction with the HR staff, the Payroll staff sets up these records in Banner. During any given period, changes are made to these records. Changes can be due to new employees coming on board, old ones leaving, and elected changes to various withholdings. Again, in conjunction with the HR staff, the Payroll staff updates the records and prepares for the payroll to be run.

All full-time and temporary employees are paid on the 1st and 16th of the month. Students are paid on the 10th and 25th of the month. When these dates fall on a weekend, the pay date is the preceding Friday. The online Payroll Calendars provide the dates for Faculty/Staff, Temporary, and Student personnel for the current year.

Full-time employees are paid on the 1st for time worked from the 16th to the end of the preceding month. They are paid on the 16th for time worked from the 1st through the 15th of the month. Temporary (hourly) employees are paid on the 1st for time worked between the 1st and 15th of the preceding month and are paid on the 16th for time worked from the 16th of the preceding month to the end of the preceding month. Students are paid on the 10th for time worked between the 16th to the end of the preceding month. They are paid on the 25th for time worked between the 1st and 15th of the current month. These dates allow time for the information on number of hours worked to be processed in the system.

The Banner Web Timesheet will be used to report hours worked. (As of 7/1/11 - all hours will be logged directly into Wingspan)

As always, if there is any aspect of the payroll process that is not fully understood, please contact us. We will be happy to provide any information we can. If we can't answer your question, we can lead you to someone who can.